Cascades Region
Disaster Action Team
FIELD GUIDE
Last Revised – September 26, 2015
Duty Officer: 1-888-680-1455
Disaster Action Team
| Field Guide
About This Field Guide
Disaster Action Teams (DATs) are groups of trained Red Cross disaster responders that provide immediate
disaster relief services to those affected by disasters and to emergency workers responding to the
incident.
When the American Red Cross Cascades Region is notified of a disaster, the initial call goes to the duty
officer. The duty officer has the responsibility of ensuring a timely response to emergencies by assessing
emergency needs and deploying responders, primarily DATs, as needed.
The duty officer performs the role of both supervisor and dispatcher. This means that a large portion of
the duty officer’s job is to support the Disaster Action Team (DAT) responders, answer questions, provide
information, act as a liaison, and ensure proper documentation is completed. In most situations, it will be
the lead responder at the scene that take the lead in assessing the emergency and providing care with the
duty officer providing support and guidance.
The goal is for the DAT members and the duty officer to work as a team to provide the best possible
service to our clients in an efficient and effective manner.
The Manager On Call (MOC) is available to support the duty officer with guidance and to activate
additional resources for non-routine operations.
ii Field Guide | Disaster Action Team
Table of Contents
About This Field Guide ............................................ ii
Table of Contents .................................................... 1
Substantive Updates ............................................... 2
Section 1: Overview & Organization .................... 3
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
DAT Positions .................................................................... 3
DAT Training Courses ........................................................ 3
Duty Officer....................................................................... 4
Manager On Call ............................................................... 4
Response Overview........................................................... 5
Typical DAT Response ....................................................... 6
Equipment ........................................................................ 7
Confidentiality................................................................... 8
Section 2: Disaster Finance .................................. 9
2.1
2.2
2.3
2.4
Types of Financial Instruments ......................................... 9
Receiving Financial Instruments ....................................... 9
Tracking issued financial instruments ............................. 11
Lost or missing financial instruments.............................. 11
Section 3: Request and Assessment................... 12
3.1
3.2
3.3
3.4
3.5
3.6
Request for Services ....................................................... 12
Lead Responder .............................................................. 12
Performing Needs Assessment ....................................... 12
Hot and Cold Responses ................................................. 12
Shelter Conversation Triggers ......................................... 13
Contacting Clients ........................................................... 13
Section 4: Deployment ....................................... 14
4.1
4.2
4.3
4.4
4.5
4.6
DAT Schedule .................................................................. 14
Volunteer Connection ..................................................... 14
Cannot Deploy Enough Responders ................................ 14
Deploying the Responders .............................................. 14
Safety .............................................................................. 16
Additional People ............................................................ 16
Section 5: On Scene............................................ 17
5.1 Arriving On Scene............................................................ 17
5.2 On Scene Flow ................................................................ 17
5.3 Identify the Primary Client .............................................. 17
5.4 Verifying Primary Client Identity and Address ................ 18
5.5 Verifying number of families........................................... 18
5.6 Determine Client Needs and provide assistance ............ 19
5.7 Client Interview:.............................................................. 19
5.8 Collect Case Information ................................................. 20
5.9 Client Consent ................................................................. 21
5.10 Service Only Cases .......................................................... 21
6.3 Public Affairs (PA) ........................................................... 23
6.4 Language Line ................................................................. 24
Section 7: Direct Client Assistance .................... 25
7.1
7.2
7.3
7.4
Determining Direct Client Assistance.............................. 25
Locating a Hotel .............................................................. 25
Client Assistance Cards ................................................... 26
Lost/Stolen Client Assistance Cards ................................ 26
Section 8: Sample Forms ................................... 27
8.1
8.2
8.3
8.4
Client Intake Worksheet (top half) ................................. 28
Client Intake Worksheet (bottom half) ........................... 29
Summary of Client Assistance - English .......................... 30
Summary of Client Assistance - Spanish ......................... 31
Section 9: On-Scene Wrap Up ........................... 32
9.1 On Going Communication with Clients ........................... 32
9.2 Clear the Scene ............................................................... 32
Section 10:
Creating a case in CAS 2.0 ........ 33
10.1 Using the CAS 2.0 Mobile Portal ..................................... 33
10.2 Using the CAS 2.0 Full Version ........................................ 35
Section 11:
Special Circumstances .............. 38
11.1 Disasters involving Tents ................................................ 38
Appendix A: Positions Referenced ....................... 39
Appendix B: Oregon / Washington County Maps 40
Appendix C: Disaster Program Manager Map ...... 41
Appendix D: Program Managers by County ......... 42
Appendix E: Immediate DCA Road Map ............... 43
Appendix F: Client Verification Chart ................... 44
Appendix G: DCA Price List ................................... 45
Appendix H: Temporary Lodging Chart ................ 47
Appendix I: Client Consent - English..................... 49
Appendix J: Client Consent - Spanish ................... 50
Section 6: Support Resources............................. 23
6.1 Health Services (DHS)...................................................... 23
6.2 Disaster Mental Health (DMH) ........................................ 23
Disaster Action Team
| Field Guide 1
Substantive Updates
September 2015: On September 30 the Red Cross rolled out the new Direct Client Assistance Model. There
are updates throughout the entire field guide to align with this model.
2 Field Guide | Disaster Action Team
Section 1: Overview & Organization
1.1 DAT Positions
•
DAT Applicants are new volunteers that are working on their volunteer onboarding process and
completing training.
•
DAT Trainees are newer DAT members that have completed the DAT Workshop and are participating in
the on-call DAT program.
•
• New DAT Trainees will receive a Red Cross Vest to wear on DAT calls.
• All DAT members should bring their copy of the DAT Field Guide with them to all responses.
DAT Workers are DAT members that have participated in multiple responses, carry forms and other
supplies, and help mentor DAT Trainees on responses.
•
•
New DAT workers members will receive a Red Cross t-shirt; the vest still has to be worn on DAT
calls.
• DAT workers are expected to bring to responses (all provided by the ARC):
• DAT Packets
• Client assistance cards
• Blankets
• Stuffed Animals
• Comfort Kits
DAT Captains function as an experienced responder and help build their team. DAT captains are expected
to bring the same materials to all responses as a DAT Worker is.
•
•
DAT captains will receive a magnet for their car to identify them as Red Cross.
DAT Coordinators supervise and support DAT captains. In the absence of a DAT coordinator, the disaster
program manager fulfills that responsibility.
1.2 DAT Training Courses
DAT Trainee
Required prior to appointment:

DAT Workshop – Classroom
DAT Workers
Required prior to appointment:




Casework & Recovery Planning Fundamentals – https://embarclearning.sabacloud.com/Saba/Web_spf/PRODTNT101/common/ledetail/CRPFUND
Direct Client Assistance Fundamentals – https://embarclearning.sabacloud.com/Saba/Web_spf/PRODTNT101/common/ledetail/DCAFUND
Recovery Services: An Overview – https://embarclearning.sabacloud.com/Saba/Web_spf/PRODTNT101/common/ledetail/RECOVRVW
CAS: Overview Video - https://cas.communityos.org/cms/node/138
Disaster Action Team
| Field Guide 3


CAS: Creating a Case Video - https://cas.communityos.org/cms/node/138
CAS: Recovery Planning Video - https://cas.communityos.org/cms/node/138
Recommended courses to pursue after appointment:
 Adult First Aid/CPR/AED - Blended or Classroom
 Basic Food Safety - Online
 Casework and Recovery Planning Fundamentals - Online
 Fundamentals of Disaster Assessment - Online
 Operations Planning Fundamentals - Online
 Incident Reporting Fundamentals - Online
 Shelter Fundamentals - Online
 Shelter Fundamentals Exercise – Classroom
 Psychological First Aid - Classroom
 FEMA IS 100 - Online
 FEMA IS 200 - Online
 FEMA IS 700 - Online
 FEMA IS 800 - Online
DAT Captain
Required prior to appointment: (in addition to those of a DAT Worker)
 Psychological First Aid - Classroom
 Fundamentals of Disaster Assessment - Online
 Shelter Fundamentals - Online
 Basic Food Safety - Online
Recommended courses to pursue after appointment: (in addition to those of a DAT Worker)



Disaster Frontline Supervisor and Disaster Frontline Supervisor Simulation
Shelter Management - Online
Fundamentals of Chapter Disaster Operations Management - Classroom
1.3 Duty Officer
The duty officer has the responsibility of ensuring a timely response to emergencies by assessing emergency
needs and deploying responders as needed.
The duty officer performs the role of dispatcher and regional supervisor. This means that a large portion of the
duty officer’s job is to support the Disaster Action Team (DAT) responders, answer questions, provide
information, act as a liaison, and ensure proper documentation is completed. In most situations, it will be the
lead responder at the scene that take the lead in assessing the emergency and providing care with the duty
officer providing the DAT members support and guidance.
1.4 Manager On Call
The Manager On Call (MOC) is available to support the duty officer with guidance and activate additional
responders for non-routine operations.
4 Field Guide | Disaster Action Team
1.5 Response Overview
Overview of a Disaster Notification
Disaster happens.
Red Cross
notified.
Notification from a
first response
agency.
Notification from
the client or
general public.
Verify disaster.
Situation
Assessment
Initiate Service
Delivery
Disaster Action Team
| Field Guide 5
1.6 Typical DAT Response
6 Field Guide | Disaster Action Team
1.7 Equipment
In order to be ready to respond, there are basic supplies DAT members need to have ready. Some supplies
are provided by the Red Cross and others are a personal responsibility for DAT members.
Personal Supplies




Clipboard
Pens (black ink preferred, not required)
Flashlight and/or headlamp (easier to do your paperwork with hands free lighting)
Cell phone (highly recommended, not required)
Please note: When the duty officer contacts DAT members, it is from their own cell phone or land
line; the calls do not come from just one Red Cross number. DAT members should be sure that
the number they have listed in Volunteer Connection can accept calls from unknown callers.
Red Cross Issued Supplies




Vest
DAT Field Guide
Red Cross Badge
Issued to DAT captains and workers:
o DAT related forms (including DAT packets and client assistance cards)
o Blankets
o Comfort Kits
o Stuffed Animals
Vehicles
Red Cross vehicles that are positioned at local locations may be used for DAT responses. The two main
points to consider in deciding to use a Red Cross vehicle are:


Is it effective to travel to the vehicle, get the vehicle and then travel to the client? Think of every
minute added to the response time as more time the client is at the scene of a disaster, especially in
the middle of the night or standing out in inclement weather, waiting for disaster relief assistance
from the Red Cross.
Is the vehicle available? The duty officer can access the vehicle calendar on the Cascades Region
Neighborhood to determine availability.
All individuals driving Red Cross vehicles should have completed the Authorized Driver process prior to
driving. A quick way to know if someone is authorized driver is to ask if they have a PIN for fueling vehicles.
Attire
All DAT members must wear clothing appropriate for the weather, closed toe shoes, and a Red Cross vest
when responding to a disaster. Every effort should be made to ensure that attire will not confuse either the
public or local officials. Uniforms or other insignia which might cause confusion should not be worn on
responses. In addition, the following items should not be worn:
Disaster Action Team
| Field Guide 7







Tight or revealing garments, including short-shorts, halter tops, see-through garments and bathing
suits.
Garments or accessories bearing offensive or inappropriate slogans.
Garments bearing product endorsement.
Thongs, flip-flops or any other footwear that is unsafe, unprofessional or inappropriate for disaster
tasks.
Torn or dirty clothing.
Fishnet reflective vests in colors other than red or white.
Any Red Cross apparel which bears design elements other than the official American Red Cross or
American Red Cross disaster signature, including “job” T-shirts.
American Red Cross name badges and apparel should be removed when a disaster action team member is
not on-duty and should never be worn while engaging in any activity that may reflect adversely on the
American Red Cross, including, but not limited to, engaging in illegal activity or in political activities. Red
Cross disaster workers are considered on-duty at any time they are engaged in official activities on behalf of
a Red Cross disaster response. This on-duty definition applies exclusively to attire and identification
standards. It does not create or negate other statutory or corporate definition of on-duty with respect to
eligibility for worker’s compensation, benefits and/or liability coverage for activities.
The possession of weapons (guns, knives, clubs, explosive devices, etc.) is strictly prohibited in the
workplace, including any Red Cross identified vehicle or building.
1.8 Confidentiality
The relationship between the Red Cross and the persons who come to us for service is confidential.
Safeguarding this relationship is an essential part of the organization’s obligation to the people and
communities we serve. The principles of confidentiality will be observed by all Red Cross employees and
volunteers in obtaining, protecting and releasing information about clients, recognizing that such
information is given to workers as representatives of the Red Cross and is to be used only for the purpose of
providing Red Cross services. The Red Cross complies voluntarily with the spirit of the Privacy Act of 1974.
All information obtained under the client-agency relationship is considered confidential. The term “client”
as used in these regulations refers to any individual or family who seeks Red Cross assistance in recovering
from a disaster. A client relationship is established by the individual’s or family’s contact with the Red
Cross, whether or not any assistance is given.
The Red Cross caseworker should request no additional information other than what will be needed for the
service that may be given. Citizenship is not a pre-requisite for Red Cross disaster assistance; clients will not
be questioned about their citizenship status, nor asked to produce birth certificates, immigration papers,
passports, social security cards or similar documents that could be interpreted as being used to identify the
nationality or immigration status of persons seeking Red Cross assistance.
The Red Cross must have consent for the release of specific information to a specific agency or written
evidence that the individual or family has given such agency or agencies permission to request that
information from the Red Cross.
8 Field Guide | Disaster Action Team
Section 2: Disaster Finance
2.1 Types of Financial Instruments
The American Red Cross utilizes one primary financial instrument for providing financial assistance to its
disaster clients; the client assistance cards (CACs).
Client Assistance Cards
Client assistance cards are a prepaid card that clients can use at nearly any retail location that accepts
MasterCard®. Client assistance cards are loaded with a predetermined amount of funds before it is used.
The card will also permit reloads so that the original card can have value added to it if a Red Cross
responder or caseworker determines additional help is needed.
2.2 Receiving Financial Instruments
When an individual is promoted from a DAT Trainee to a DAT Worker they will have demonstrated a basic
mastery in performing an initial client interview, documenting necessary information to verify immediate
disaster-caused needs, and provide justification and for providing assistance (financial, contact information
for community resources, or referrals) to disaster clients. Upon promotion to a DAT Worker individuals will
be issued a set of financial instruments that they are accountable for.
Client Assistance Cards
Client assistance cards are issued in bundles of 5 CACs per packet. Financial instruments are issued by
individuals that are responsible for maintaining inventory of financial instruments cannot perform any other
role related to providing direct client assistance. When receiving CACs, responders should verify that the
proxy numbers on the Client Assistance Card Charge-Out Record (Form 1032) match the proxy numbers
visible through the envelope window. Once all proxy numbers are verified the responder receiving the
cards should sign in the box labeled “Signature of worker receiving cards”. The individual responsible for
maintaining inventory of the financial instruments will sign in the box labeled “Signature of FSI worker
issuing cards”. A copy of the charge-out record will be made and the original will be returned to the
responder to track the CACs as they are issued to clients. Responders are accountable for the funds they
issue on a CAC. A responder is not allowed to give their CACs to another responder to issue without
completing a charge out record to transfer them.
The maximum number of client assistance cards that a single responder may receive is 10. In areas where
there is a significant amount of response activity, responders may be issued two bundles of 5 CACs to
receive a total of 10 CACs. When a responder has issued all of the CACs from a bundle they may submit
their completed Form 1032 for a new bundle of 5 CACs. In general, new responders will only receive five (5)
CACs initially.
Disaster Action Team
| Field Guide 9
Proxy Number: 1234567890123
Card Expiration: 03/2018
Sample client assistance card Envelope
Sample Client Assistance Card Charge-Out Record (Form 1032)
10 Field Guide | Disaster Action Team
Issuing financial instruments remotely
In some instances there may not be a local individual identified that is responsible for maintaining inventory
of financial instruments, or responders may live a significant distance from the location where these
individuals are located. When this occurs, responders are to contact their disaster program manager and
request that CACs be shipped to them. Financial instruments will generally arrive within a week via FedEx if
the responder’s home address is on file or via US mail if being sent to a PO Box. Upon receipt of the
financial instruments, the responder is to send an email to the Direct Services Support Manager indicating
the proxy numbers of the client assistance cards received.
2.3 Tracking issued financial instruments
DAT members are responsible for maintaining accurate records of client assistance cards in their
possession. Using appropriate form, update the Client assistance Card Charge-Out Record with the case
name and case number from CAS 2.0 (see examples on page 10). Radom audits of CACs will be performed
throughout the region in addition to the required semi-annual audit of all financial instruments. During
these audits responders will be asked to report on the CAC proxy numbers in their possession. When
completed charge-out records are returned, they will also be audited against the regional inventory used to
track financial instruments.
2.4 Lost or missing financial instruments
If at any time a responder discovers that they are missing one or more financial instruments (a single CAC
envelope or more), they are to report the missing instrument immediately to their disaster program
manager and provide the following details.
 CAC
 Date of last verified possession of the missing instrument
The disaster program manager will then report this information to the Direct Services Support Manager to
ensure that missing instruments are updated in the regional inventory and if a CAC, the card is declared as
lost and unable to be activated.
Disaster Action Team
| Field Guide 11
Section 3: Request and Assessment
3.1 Request for Services
When the duty officer receives a request for Red Cross assistance from a government agency, the duty
officer then contacts the closest on-call DAT members. The on-call DAT members are then dispatched to the
scene to assess the unmet disaster caused needs and provide assistance to the clients. If the request from
assistance does not come from a government agency, the duty officer will verify the incident before
dispatching DAT members.
3.2 Lead Responder
One DAT member assumes the role of the lead responder as assigned by the duty officer. This is generally
the most experienced DAT member, and who is generally a DAT Worker or a DAT Captain.
Lead responder responsibilities:
 Guide newer team members in providing assistance;
 Supervise team members;
 Coordinate closely with the duty officer;
 Maintain primary contact with the Incident Commander;
 Requests additional Red Cross resources through the duty officer.
3.3 Performing Needs Assessment
The duty officer will try to verify the location of clients before dispatching DAT members. Some response
agencies call Red Cross before the verification of displaced persons as part of their command structure.
However, there will be times that it cannot be obtained until a DAT member is on scene. If this is the case,
the duty officer still should dispatch DAT members, have them conduct an initial assessment, and report
back to the duty officer.
Once on scene, the lead responder, as identified by the duty officer, should try to determine:
a. Are additional DAT members required? (Factors include what is the potential client count: how many
families are involved?)
b. Has a first response agency (most commonly the fire department) declared the structure livable or
unlivable?
c. Are support teams needed on-scene? Which ones (health services, disaster mental health, public
affairs)?
d. Is additional equipment required? (i.e., ERV, DAT packets, comfort kits, blankets)
e. Is an evacuation site needed? In the case of multi-family dwellings, can an evacuation point or central
meeting point be provided by the complex?
3.4 Hot and Cold Responses
DAT members may be activated to respond to a variety of situations. The terms “hot” and “cold” have
different meanings to different agencies so these are terms only used internally.
Hot responses are generally where the clients are expected to still be on scene and will need immediate
assistance with their disaster-caused needs.
Cold responses are generally where we were asked for assistance sometime after the disaster occurred or
when a client requests additional assistance.
12 Field Guide | Disaster Action Team
It is not uncommon for cold responses to be completed by appointment with the client when there is not a
need for a response within the next couple of hours.
3.5 Shelter Conversation Triggers
A shelter is any congregate facility the Red Cross is opening for people to have a safe place to go. If a local
jurisdiction is calling it an evacuation site or warming center for stranded motorists, it still falls within the
definition of a shelter in this document.
Anytime any of the disasters the Red Cross is responding to meets one of these triggers, the lead responder
must contact the duty officer so that the duty officer can have a conversation with the MOC regarding
potentially opening a shelter before DAT members make commitments for direct client assistance. Meeting
one of these triggers does not guarantee that the Red Cross is opening a shelter; it just means that there
needs to be a conversation to discuss if it is warranted.
 more than 7 families or 25 people are in need of lodging/shelter;
 evacuations are taking place;
 the number of impacted individuals or housing units cannot be determined;
 an emergency management, fire department, or law enforcement agency is specifically requesting
that the Red Cross open a shelter;
 communities are isolated and cut off from their normal transportation routes;
 road closures or severe weather situations in which assistance is needed for stranded motorists.
3.6 Contacting Clients
If anyone has to contact a client directly, it is highly encouraged that they block the caller ID on their phone.
On most phones, dialing *67 and the ten digit number will block the caller ID for the one call. DAT members
should never give their personal cell phone number to clients; always provide 1-888-680-1455 for 24-hour
assistance.
Disaster Action Team
| Field Guide 13
Section 4: Deployment
4.1 DAT Schedule
DAT schedules are maintained in DCSOps (www.dcsops.org). Every responder has access DCSOps using the
same username and password as they would use for Volunteer Connection. The DAT Coordinators and
disaster program managers are responsible for ensuring that responders are identified in the on-call
schedule. If a DAT is unable to access DCSOps to update their on-call availability they should contact their
DAT Coordinator or disaster program manager.
4.2 Volunteer Connection
Once the duty officer identifies the on-call DAT members, they look up their contact information in DCSOps
and/or Volunteer Connection. DAT members need to keep their contact and phone call preference
information current in Volunteer Connection so that the duty officer can reach them during their on-call
period.
4.3 Cannot Deploy Enough Responders
In most cases, the duty officer will be able to deploy enough responders to the incident using the on-call
schedule in DCSOps. However, should no responders be listed as on-call at the time, or a trainee is the only
responder available, the duty officer will then contact responders that are listed in the flex schedule (See
flex responders).
Flex Responders
Responders have the option in DCSOps to provide days of the week and times that they are generally
available. Flex responders are not expected to drop everything and respond, they are indicating potential
availability should additional responders be needed or if the duty officer cannot reach the on-call
responder.
Find Off-Duty Responders
In the unlikely case that the responders listed as on-call do not answer, no responders have been scheduled
for that time, or only a trainee is scheduled, the duty officer may have to contact off-duty responders. The
duty officer should only contact off-duty responders between the hours of 7AM and 9PM unless they are
listed in the flex schedule in DCSOps. DAT members listed in the flex schedule will only be contacted if the
scheduled responders are not reachable, cannot respond, or if additional responders are needed (the 7AM9PM restriction does not apply in this case).
If the duty officer cannot find any responders, regardless of the time of day, the duty officer will contact the
DAT Coordinator or disaster program manager responsible for that county (see list under Positions
Referenced section) to see if they can respond, or if they know of a likely available responder. If there are
no other options, the duty officer will consult with the MOC about initiating a remote procedure.
4.4 Deploying the Responders

How Many Responders to Deploy - A minimum of two responders is highly desired. For many reasons
only one responder is dispatched if it is the only option for providing service delivery to clients. If only
14 Field Guide | Disaster Action Team



one responder is available, that solo responder must meet with clients while first responders are still
on the scene or in a public place.
The duty officer will designate the lead responder, who acts as the on-scene supervisor, and
communicate this to the other responders.
The duty officer will consider the number of cases to determine the number of responders needed.
The duty officer will use their best judgment for expediting the paperwork. Each case takes
approximately 1 hour to complete, and the duty officer will attempt to deploy a DAT member for each
case.
During large, multiple-family responses, the lead responder should delegate other responders to
interview clients and remain available for interactions with Incident Command, the duty officer, the
MOC, and other organizations.
Provide Information to DAT members
The duty officer will:
a. Explain the situation and provide details regarding incident;
b. Provide the DAT members their direct contact information so that they do not have to go through the
dispatch center to reach the duty officer;
c. Work with the lead responder to identify a pre-determined staging area if responders are to meet at
an off-site location prior to proceeding to the incident;
d. Attempt to ensure trainees are not showing up on site before other DAT members;
a. in the even that any responders show up on site before the lead responder, responders will
wait for the lead responder before approaching the scene;
e. Explain the situation regarding other available responders deployed to scene;
f. Provide the lead responder the on-scene contact’s number;
g. Instruct the DAT members to contact the duty officer once they arrive on scene;
h. Provide any other special instruction regarding the response.
Note: If it is known that no cell phone service is available, instruct the responders to ask the local Incident
Commander to have dispatch call the duty officer once all DAT members are on scene. The DAT members
should also complete all possible casework on scene and call the duty officer once back in cell phone range.
On-Going Communications
After dispatching the DAT members, the DAT members will contact the duty officer to let them know they
have arrived on the scene.
Next, the lead responder should conduct an initial needs assessment and contact the duty officer to discuss
the current situation:
 Are additional responders needed?
 Will temporary lodging be needed? Is the client requesting assistance in identifying temporary lodging?
If yes:
o How many people are in each family and are there any pets?
o If there are pets, what kind(s) and how many?
o Do they need a room that is ADA accessible?
o Do they have a hotel they know of in the area?
 Are there any known needs for health services or mental health services at this time?
Disaster Action Team
| Field Guide 15

Either this call or an additional follow-up call needs to include a discussion about the needs for health
and/or mental health services.
While the DAT member interviewing the client confers with the lead responder prior to committing to direct
client assistance, the lead responder will need to ensure that the duty officer is informed of the types of
assistance provided so that they can complete the response notification. The DAT members will contact the
duty officer when they are ready to leave the scene.
4.5 Safety
Safety is always the first priority.
 All Red Cross responders should dress appropriate for the weather, wear closed toe shoes, and wear a
Red Cross vest.
 All Red Cross responders should ensure their family is prepared for disasters. Red Cross responders
cannot be focused on helping others if they are unsure of their family’s safety.
 The Red Cross strives to always send a minimum of two responders to a DAT call. If for some reason a
responder is asked to respond alone, they must meet the client in a public location such as a restaurant
or a motel lobby. No one should ever go to a client’s motel room.
 If there is an accident or injury, it needs to be immediately reported to the lead responder, who will
report it to the duty officer.
 If anyone does not feel safe, they should take immediate action to get to a safe area. At that point, they
should talk with the lead responder and/or the duty officer about the situation and come up with an
alternative plan.
 Life happens - sometimes things change from when DAT members said they would be available until
they actually are. If someone gets ill or has taken some medications that are having an adverse effect
they should let the duty officer know that they are ill and unable to respond.
4.6 Additional People
Those responding to a disaster cannot bring additional people (spouses, friends, children, etc.) or pets on
scene. DAT members need to be focused on the client and not having to worry about untrained people
being on the scene.
If a Red Cross responder has a friend or family member that wants to respond with them, they should be
directed to the Red Cross website to sign up as a volunteer.
16 Field Guide | Disaster Action Team
Section 5: On Scene
5.1 Arriving On Scene





Should any DAT members arrive on scene before the read responder, they should park and wait
outside the scene until the lead responder arrives. Once the on-scene officials realize that a Red Cross
representative is present, they are likely to approach and expect that whoever is there can provide
assistance.
The lead responder should be the first and only one to contact the on-scene Incident Command and
be the one maintaining contact with the first responders on scene; first responders should not have to
deal with multiple Red Cross workers.
If DAT members are waiting longer than expected for their other team members to arrive, call the
lead responder and/or the duty officer to check and see if there is any arrival update.
Red Cross responders should always park in a location that is safe and out of the way of the first
responders. Also, Red Cross responders should not violate parking laws – if someone receives a ticket
it is their personal responsibility.
There are times where DAT members will need to go through the police barricade. DAT responders
should show the police their Red Cross identification and let them know that they have been
requested. The officer will let them know if they can continue to drive through and roughly where to
park.
5.2 On Scene Flow






The lead responder (typically a DAT Captain or DAT Worker) arrives on scene and makes contact with
the on-scene Incident Command.
The lead responder will assess the situation, consult with the duty officer, and assign tasks to DAT
members based on their training and experience.
DAT members work one on one with clients and will perform an interview, document how the client
was affected by the disaster and provide immediate assistance.
DAT members consult with the lead responder on the direct client assistance before making
commitments to the clients.
DAT members provide direct client assistance and recovery resources to clients.
DAT members inform the client that a representative from the Red Cross will be contacting them
within the next 72 hours to check-in and provide follow up support.
5.3 Identify the Primary Client
When identifying the primary client, caseworkers and Disaster Action Team responders:
1. Introduce themselves, addressing the client as Mr. or Ms.,
2. Learn about the family composition to identify whether one or more primary clients live at the predisaster address,
3. Arrange for any immediate health or mental health client needs to be addressed right away,
4. Identify any communication needs (hearing challenges, foreign language) for the primary client and
identify an interpreter, when needed.
Disaster Action Team
| Field Guide 17
Considerations for identifying the Primary Client
Primary Client
The primary client is an adult, 18 years old or older, that the family chooses as its contact
person during the family’s disaster recovery. An emancipated minor may be a primary
client; contact the duty officer for guidance in this situation. Contact the duty officer if an
adult lived alone and is not able to act as the primary client. A non-resident primary
client, often another family member, may be identified in that situation.
Definition of family for
purpose of Red Cross
assistance
A family includes all of the members of a household who plan to live together during
their recovery. When you work with a large household, multiple families, or households
sharing a pre-disaster housing unit, determine whether the clients should be assisted as
one family and one case record or more than one family and multiple case records. Direct
client assistance can only be issued to one qualified primary client by client assistance
card in each case.
Housemates
Housemates who plan to live separately after the disaster should be assisted in separate
cases with separate assistance and follow-up.
Visitors
If an individual has been living at the pre-disaster home for a very short period of time,
has another primary home or is not participating in the housing costs at the pre-disaster
home, and/or has belongings at another home, the Red Cross generally considers that
individual to be a visitor to the home. A visitor’s needs for immediate direct client
assistance may be assessed using livable, if the visitor is unable to return home in the
next day or two.
5.4 Verifying Primary Client Identity and Address
In an effort to offer consistent, scalable, and repeatable assistance to clients, responders need to verify the
primary client for Red Cross casework and recovery services. Check the client’s eligibility by verifying the
client’s identity and address using the Client Verification Chart in Appendix F.
5.5 Verifying number of families
Utilize the definition of a family as described above to determine if one or multiple cases should be opened.
If DAT responders have any doubt that a family may not live together during their recovery, err on opening
a case for each group of people that will recover together as a family.
18 Field Guide | Disaster Action Team
5.6 Determine Client Needs and provide assistance
Utilizing the Immediate Direct Client Assistance Roadmap (see Appendix E), assess and provide all of the
direct client assistance according to the client’s qualifications.
Steps for assessing direct client assistance qualifications
An answer of yes to the following questions identifies the client(s) as eligible for Red Cross Recovery
Service.
☐
Is the client disaster-affected and does the client request Red Cross recovery services?
☐
Does the client accept direct client assistance?
Some clients have access to other suitable recovery resources, like insurance benefits, and state
they do not need or accept direct client assistance from the Red Cross.
Determine livability of the clients residence (generally comes from the Duty Officer)
1. Preferred verification should occur through a fire department of emergency management agency
2. Secondary option can occur through two Red Cross workers verifying livability of the residence.
Option A: Immediate
Livable: A client’s home is livable when:
☐
direct client assistance:  The client is able to remain in their home or
Home is livable
 The client expects to be able to return to and live in the home
within 48 hours. Such situations include: unsafe utility outages,
breathing difficulties triggered by smoke, or blocked access to the
home.
Option
B:
Immediate
Not
livable: A client’s home is not livable when:
☐
direct client assistance:  The local fire department or emergency management agency (or
Home is not livable
equivalent) determines the home is not safe for the family
members.
 The client is unable to remain in their home as a result of
disaster-caused damage, for at least the next 48 hours.
Assess need for lodging assistance
Client needs a place to stay for the next night or two: Client states they cannot stay in their
☐
home and have no other place to stay:
 No Red Cross shelter is available or accessible
 No friend or family to stay with
 Are not able to access other resources such as insurance benefits or personal resources
immediately for lodging needs
If the client will not remain in the home and has no other place to stay, provide lodging
assistance in addition to Option A: Livable or Option B: Not Livable.
5.7 Client Interview:
When meeting with the primary client, responders should set a professional tone for the client interview.
Red Cross responders may be the first person that the client will talk to about the disaster. It is crucial to
listen, offer hope, and help them begin their recovery process by remember the following:
 utilize active listening: talk to the client, not a keyboard or papers,
 remain neutral while supporting the client’s recovery,
 show caring, empathy and compassion, being mindful of the client’s body language and their own,
 maintain client privacy and confidentiality,
Disaster Action Team
| Field Guide 19









invite the client to a private or comfortable location, whenever possible,
respect each client’s circumstances, specific needs and concerns,
avoid making assumptions,
avoid interruptions and distractions,
be patient and allow the client to explain what happened,
providing comfort kits and stuffed animals,
refer the client to the on scene responders or calling 911 if the client has a medical emergency,
refer to Health Services if a client has one or more of the following needs:
o Loss of medications, prescription eyeglasses, dentures, consumable medical supplies or
durable medical equipment
refer to DMH if the client(s) are in need of disaster mental health support.
5.8 Collect Case Information
DAT members will collect client information and document it on the Client Intake Worksheet or directly into
the full version of CAS 2.0. It is critical that DAT responders review the client information they are collecting
from the client and verify accuracy. A sample Client Intake Worksheet is available in section 8.
Information to be collected for each case:
Event Information: created by the DAT
 CAS Event Number
Primary Client:
 name
 client identification used to verify the
client’s identity and address
 email
 date of birth
 gender
 veterans status
Family Member(s):
 name
 relationship the primary client
 gender
 veterans status


address, city, and zip code
phone number



language spoken
condition
race



date of birth
condition
race
Interview Narrative:
 Concise notes that provide details about what happened, how the client was affected, who the
client has contacted to assist them with their recovery, and next steps for the clients in their
recovery.
 Are the clients in need of temporary lodging assistance?
 What are the items distributed by the DAT during the initial response:
o moving Forward Booklet
o comfort Kits
o blankets
20 Field Guide | Disaster Action Team
o
stuffed Animals
Sample CAS Narrative:
ABC Fire Department stated the house is unsafe and not livable. Landlord is husband’s parents, living 300
miles away. Client has renters insurance. Landlord has no other unit available. Client will need advocacy to
reach a Spanish speaking insurance representative. Client was unable to retrieve his wallet and will need
information on replacing his ID. For ID: Client used 2 types: Neighbor, Gloria Martinez, 111-222-3333, for his
identity; vehicle registration for residence. Client will look for new housing in the same area. Client has no
family members or other resources available and needs assistance with temporary lodging.
Client requests help replacing prescription medication. Duty officer notified Disaster Health Services for that
Assistance.
Recovery Planning:
 Groups or individuals the clients need to contact for assistance in their recovery
 Items that need to be replaced
 Housing tasks
 Other recovery tasks
How Affected:
 how the livability of the residence was
verified
 ownership
 housing Needs
 insurance information

type of dwelling


status of the utilities
planned post-disaster housing
Referrals Provided:

agency name
If client information is collected using the Client Intake Worksheet; as soon as the information is entered
into CAS2.0 and verified as accurate, the Client Intake Worksheet is to be destroyed.
5.9 Client Consent
Once a client has told their story, a DAT member uses the Client consent to Share Information Job Tool (see
Appendix I &J) to ensure clients understand and select the information sharing options affecting the
Casework and Recovery Planning services that can be offered to a client. The interviewer reads the text
aloud to the client in full, documents the client’s choices, and affirms the client’s consent choices on the
Client Intake Worksheet and CAS 2.0.
5.10 Service Only Cases
There are times when DAT members are deployed to a scene and through the interview process learn that
direct client assistance is not needed. When this occurs, a case should still be generated and entered into
CAS. This provides the documentation that Red Cross responded and met with the client. Even if direct
client assistance is not needed, clients are still eligible for the following recovery services – comfort kits,
blankets, stuffed animals, mental health support, and follow up assistance from a caseworker.
Disaster Action Team
| Field Guide 21
To create a service only case, DAT members need to gather the following details:

primary client Name

is the home livable or not livable

does the client have a place to stay tonight?

will the client accept Direct Client Assistance?

address, city, state, county, and zip code

client identification information

primary client phone number

number of family members living in the
residence

client Consent Information

brief narrative

how livability of the residence was verified
22 Field Guide | Disaster Action Team
Section 6: Support Resources
When DAT members need to activate the following support resources, the lead responder contacts the duty
officer, who will activate the additional support responders as needed.
6.1 Health Services (DHS)
Reasons for contacting DHS for the purpose of client assistance by phone:


Client requires emergency medication refill or medical equipment replacement.
When there is a deceased client DHS completes a mortality report.
Reasons for deploying DHS to scene include:



clients with health care needs that exceed their family/friends capacity to assist them.
shelter openings.
large multi-family response. (i.e., apartment complex, multiple single-family homes).
6.2 Disaster Mental Health (DMH)
Disaster mental health volunteers (also referred to as Emergency Stress Management volunteers) are a
resource for both our clients and our staff. DMH volunteers should be contacted anytime the DAT members
or duty officer feel they would be beneficial.
Some reasons for potential deployment to scene:


shelter openings;
large multi-family response (i.e., apartment complex, multiple single-family homes).
In the event of a fatality incident or deceased pet, DMH must be contacted to initiate contact with the
client(s); they may use their judgment in doing this over the phone or on scene with the client(s).
6.3 Public Affairs (PA)
The lead responder should let the duty officer know as soon as they are aware that the media is on scene so
that the duty officer may contact the on-call PA person. The lead responder may designate a team member
to talk to the media. If the lead responder needs additional support, they may contact the duty officer to
request a Public Affairs responder be dispatched to the scene.
If any Red Cross responder is approached by the media it is up to them whether or not they want to talk
with the media. If they do talk with the media they should keep in mind:
 Always be courteous and helpful.
 Never discuss client information – this is confidential.
 Talk about their role as a Red Cross Responder and what they do.
 Do not comment on anything you do not know to be true.
 Thank the media for their interest.
 Obtain the name and media outlet of the reporter doing the interview and provide this
information to the duty officer.
 Refer the media to the lead responder.
Disaster Action Team
| Field Guide 23
6.4 Language Line
The Language Line provides over-the-phone interpretation service for a wide variety of languages. Anyone
can call the demonstration line to familiarize themselves with their service; the number for the
demonstration line is 1-800-996-8808.
Use of the Language Line is preferred over using members of the general public or utilizing children to
translate for clients. A couple of reasons for this is that neither the duty officer nor the DAT members know
the translator’s proficiency level, and there are cultures where it is not appropriate to ask children to
translate sensitive information for their family (elders). By engaging the Language Line responders are
receiving professional translation services which will help the duty officer and DAT members provide the
best service possible for the client(s).
If translation services are needed, the lead responder should contact the duty officer who will provide them
the instructions for activating the Language Line.
24 Field Guide | Disaster Action Team
Section 7: Direct Client Assistance
7.1 Determining Direct Client Assistance
When DAT responders are deployed to a multi-family incident the lead responder must consult with the
duty officer before any financial assistance is issued. Based on the livability of the residence and need for
lodging assistance DAT responders will issue direct client assistance to the primary client using a client
assistance card.
At the conclusion of the client interview, the interviewer and lead responder will excuse themselves away
from the client(s) and discuss the interview notes to verify completeness. They will consult with each other
about the verified livability of the residence and need for lodging assistance. The point of this conversation
is to review and get consensus about the direct client assistance that will be provided. If the interviewer and
the lead responder have questions, they should consult with the duty officer. When the amount of financial
assistance being discussed is $1,500 or more, the lead responder must consult with the duty officer.
Livability of Residence:
☐
Home is livable
☐
Home is NOT livable
Determining Financial Assistance
$50 per person
$125 per person
Lodging Assistance
When the responders have verified that lodging assistance is needed the DAT responders will utilize the
Temporary Lodging Assistance Chart in Appendix H for the county in which the client will sleep. The
quantity of lodging assistance provided is based on the size of the family, see chart below. If DAT
responders anticipate issuing lodging assistance for 9 or more clients, the DAT must consult with the duty
officer.
Family Size
Quantity of Assistance
☐
1-4 Clients
Provide lodging assistance with quantity of 1
☐
5-8 Clients
Provide lodging assistance with quantity of 2
☐
9-12 Clients
Provide lodging assistance with quantity of 3
☐
Over 12 Clients
Continue in multiples of 4
7.2 Locating a Hotel
When providing lodging assistance, Red Cross will offer to assist with locating available lodging for the
disaster clients. If the client accepts this assistance, DAT responders with a smart device may search for
nearby lodging using their device. If the responders do not have a smart device, notify the duty officer and
inform them of the number of people and the number, type, and size of any pets needing temporary
lodging. The duty officer will check for available lodging and provide options to the lead responder. When
the DAT responder or duty officer is verifying availability, they will collect and share information about the
nightly rate, including any additional fees (i.e. pet fees). The duty officer will not make a room reservation
for the client as this commonly requires credit card information to hold the room. If a DAT responder
Disaster Action Team
| Field Guide 25
cannot locate a hotel within the Lodging Tier, contact the duty officer. The duty officer will verify that the
cost is greater than the lodging tier and may request an exception from the MOC.
7.3 Client Assistance Cards
Client assistance cards (CACs) are the primary tool for providing direct client assistance and are issued to
DAT workers and captains. If a responder needs to issue $1500 or more to a single family, review the
assistance with the duty officer.

CACs are prepaid credit cards that can be used at establishments that accept Master Cards.
o The maximum amount of financial assistance that can be issued on a card in a single transaction is
$1200. Maximum total amount of assistance that can be issued on a single card is $1500. If
financial assistance of $1200 or more is to be provided to family, a second CAC must be issued to
the primary client.
o CACs are cash enabled and clients may withdraw cash using the PIN inside of the sealed CAC
envelope.
 The maximum daily (per day) ATM withdraw amount is $800 per card.
 The maximum number of ATM withdraws per day is 5.
 All CACs can be used in any ATM for a fee; all US Bank and MoneyPass ATMs are fee free,
locations are available searching online at: http://moneypass.com/atm-locator.aspx or
https://www.usbank.com/locations/.
7.4 Lost/Stolen Client Assistance Cards
On occasion clients will lose or have their client assistance card stolen. When a client assistance card is lost
or stolen, they need to immediately report it to US Bank by calling 866-751-3276. The client may contact the
duty officer to request a replacement card be issued for the balance remaining on the card. The duty officer
will contact the regional disaster officer/designee to initiate the Regional Disaster Officer Exception Process
to have a replacement client assistance card issued. The duty officer will contact a DAT Captain or Worker
to meet with the client in person to provide the replacement client assistance card.
26 Field Guide | Disaster Action Team
Section 8: Sample Forms
Included here are examples of common DAT related forms that you can use to help guide you in completing the
forms.
DAT Packets should contain:





Client Intake Worksheet
Summary of Client Assistance – give to client
locally developed resource list – give to client
Moving Forward After a Disaster – give to client
envelope – give to client for to keep their Red Cross documents together
Issued separate from the DAT Packet to DAT workers and DAT captains:

Client assistance cards
o Issued in packs of 5 including a Charge Out Record, Client Letters, Client Registers and Card
Holder.
DAT members should also bring this manual as it contains process information and the price guide information.
DAT workers and DAT captains can get these forms and resources by contacting their DAT coordinator or disaster
program manager. Disaster program managers should request packets (3-6 months’ worth at a time) by placing a
request to the Direct Services Support Manager.
Disaster Action Team
| Field Guide 27
8.1 Client Intake Worksheet (top half)
28 Field Guide | Disaster Action Team
8.2 Client Intake Worksheet (bottom half)
Disaster Action Team
| Field Guide 29
8.3 Summary of Client Assistance - English
30 Field Guide | Disaster Action Team
8.4 Summary of Client Assistance - Spanish
Disaster Action Team
| Field Guide 31
Section 9: On-Scene Wrap Up
9.1 On Going Communication with Clients
DAT members will provide each family with the Summary of Client Assistance form. On that document DAT
responders will select the assistance provided by the Red Cross, identify the amount of direct client
assistance issued on the CAC and will provide clients with 1-888-680-1455 for 24-hour assistance. DAT
members should also include any immediate referrals that are appropriate for assisting the family in their
recovery. Advise the clients that a Red Cross representative will contact the primary client within 72 hours
to check in and provide follow-up recovery planning assistance.
When the duty officer receives a call from a client requesting follow up assistance they will connect the
client with a local caseworker to provide follow up assistance.
9.2 Clear the Scene
Once the DAT members are ready to clear the scene and return home, it is the responsibility of the lead
responder to call the duty officer to advise them that the team is clearing the scene and inform them of any
possible follow up issues.
32 Field Guide | Disaster Action Team
Section 10:
Creating a case in CAS 2.0
A case for every response needs to be created in CAS within 12 hours from the time that the DAT meets
with the clients for every response. When providing direct client assistance, a case needs to be created as
soon as the responder has access to the internet.
10.1 Using the CAS 2.0 Mobile Portal
The following sections are the elements that must be completed when creating a new case in the CAS 2.0
Mobile Portal – For use on a smart phone.
☐
Log into the Mobile Portal: https://cac-pacific.communityos.org/cms/
The mobile version of CAS 2.0 has significantly fewer fields, but does include all of the required
fields needed to both activate a CAC, as well as support the required fiscal review. The information
is entered using a series of short text boxes and dropdown menus. Note that this is not the full
case record, a Client Intake Worksheet should also be used to capture the additional information
needed to complete the full case record using the full CAS 2.0 portal.
☐
Use the drop downs to select:



☐
Is the client home livable?
Does the client have a place to stay tonight?
Does client accept DCA?
Enter client information using the dropdown menus and text fields
☐ - First Name
☐ - Last Name
☐ - Address
☐ - Zip
☐ - Mobile Phone Number
☐ - Household Identification – See Appendix F – Client Verification Chart
☐ - Date of Birth
☐
☐ - Household Count
Record client consent decision
Disaster Action Team
| Field Guide 33
☐
Select from the dropdown how the livability was verified
☐
Identify language, if other than English from the drop down
☐
If there is need for health or mental health
☐
Create a new Event in CAS 2.0.


To create a new event, select Add House Fire
To add the case to an existing event (i.e. for a multifamily fire, select the dropdown under
the existing events. Note: the newest events appear at the bottom of the list.
☐
Using the FastTrack options, add all direct client assistance, by selecting the assistance type, and
then the quantity of people that assistance is for.
☐
Confirm that the assistance types and grand total are correct
☐
Enter the CAC proxy number
☐
Enter the name of the responder that performed the interview and affirmed the consent
☐
☐
Enter the name of the Second Responder (if applicable) that affirmed livability
 When the livability information is provided by the duty officer, enter the name of the duty
officer. If the name is provided directly by a first response agency, type, “N/A- Verification
by Fire”
Click Save
☐
Confirm case is saved by looking for a confirmation at the top of the screen
34 Field Guide | Disaster Action Team
10.2 Using the CAS 2.0 Full Version
The following sections are the required elements that must be completed when creating a new case in CAS.
☐
Client Tab
☐
Client Tab
☐
Log into CAS 2.0 by going to: https://cas-pacific.communityos.org
Use the drop downs to select:
 Is the client home livable?
 Does the client have a place to stay tonight?
 Does client accept DCA?
Enter client information using the dropdown menus and text fields
☐ - primary client name
☐ - pre-disaster address
☐ - how client was identified – See Appendix F – Client Verification Chart
☐ - client mobile phone number
☐ - email – optional but highly encouraged
Client Tab
☐
Client Tab
☐ - client date of birth
Create a new Event in CAS 2.0.
 To create a new event select Add Event
o Event Level: 1
o Status: Open
o Event Type: Event that most closely matches the event type, most common
Fire
o Select Save
 To add the case to an existing event (i.e. for a multifamily fire, perform an Event
Search for the event created by another responder)
From the drop down, select the number of individuals in the household/case.
Disaster Action Team
| Field Guide 35
☐
Client Tab
☐
Complete the names and demographic information for each individual in the household.
☐ - First and Last Names
☐ - Date of Birth
☐ - Relationship to the Primary client
Client Tab
☐ - Condition of the individual and need for Health or Mental Health services
Record client consent decision
☐
Client Tab
☐
Client Tab
☐
How
Affected
Tab
Record Interview Details
 Name of interviewer that affirmed the client consent
 Name of the Second Responder (if applicable) that affirmed livability (when
appropriate)
o When the livability information is provided by the duty officer, enter the name
of the duty officer. If the name is provided directly by a first response agency,
type, “N/A- Verification by Fire”
Complete the concise Case Narrative
From the drop down, select how Livability Verification was complete (generally fire
department/EMA).
☐
Direct
Client
Assistance
Tab
☐ Select the FastTrack for the type of assistance that will be provided the client
☐
☐ Select Immediate Assistance and select Livable or Not Livable, as determined.
36 Field Guide | Disaster Action Team
☐ Update the quantity (Qty) to match the number of people in the residence receiving direct
client assistance
☐ If providing lodging assistance, select the appropriate lodging assistance tier
Disaster Action Team
| Field Guide 37
Section 11:
Special Circumstances
11.1 Disasters involving Tents
Periodically the Red Cross receives calls from people residing in tents that have been destroyed by a disaster
(most commonly a fire). Before dispatching DAT members to this type of a disaster, the duty officer will get
verification that there was an actual disaster from a local first response agency (most commonly the local fire
department) and that this was their primary residence. After verifying that a first response agency responded to
the incident, the duty officer will confer with the MOC about the situation before dispatching DAT members.
The duty officer will discuss the uniqueness of the response and provide specific instructions about the individuals
that are eligible for assistance. A common challenge to responding to incidents involving tents is gathering and
verifying client identification and DAT responders will need to work with the duty officer if common client
identification is not available.
38 Field Guide | Disaster Action Team
Appendix A: Positions Referenced
Here is a list of persons filling positions referenced in this guide:
Disaster Program Manager
varies by area; see Appendix B
Direct Services Support Manager
Curtis Peetz
Manager On Call
rotates weekly
Regional Disaster Program Officer
Cara Sloman
Duty Officer
rotates
Disaster Action Team
| Field Guide 39
Appendix B: Oregon / Washington County Maps
40 Field Guide | Disaster Action Team
Appendix C: Disaster Program Manager Map
Disaster Action Team
| Field Guide 41
Appendix D: Program Managers by County
County
Baker
Benton
Clackamas
Clark
Clatsop
Columbia
Coos
Cowlitz
Crook
Curry
Deschutes
Douglas
Gilliam
Grant
Harney
Hood River
Jackson
Jefferson
Josephine
Klamath
Klickitat
Lake
Lane
Lincoln
Linn
Marion
Morrow
Multnomah
Pacific
Polk
Sherman
Skamania
Tillamook
Umatilla
Union
Wahkiakum
Wallowa
Wasco
Washington
Wheeler
Yamhill
DPM Primary Work Location
Bend, OR
Salem, OR
Portland, OR
Vancouver, WA
Portland, OR
Portland, OR
Medford, OR
Vancouver, WA
Bend, OR
Medford, OR
Bend, OR
Medford, OR
Vancouver, WA
Bend, OR
Bend, OR
Vancouver, WA
Medford, OR
Bend, OR
Medford, OR
Medford, OR
Vancouver, WA
Medford, OR
Salem, OR
Salem, OR
Salem, OR
Salem, OR
Bend, OR
Portland, OR
Portland, OR
Salem, OR
Vancouver, WA
Vancouver, WA
Portland, OR
Bend, OR
Bend, OR
Portland, OR
Bend, OR
Vancouver, WA
Portland, OR
Bend, OR
Portland, OR
42 Field Guide | Disaster Action Team
DPM
Carrie Sammons
Frank Spangler
Michelle Taylor
Kyle Henning
Cara Sloman
Cara Sloman
Jenny Carver
Kyle Henning
Carrie Sammons
Jenny Carver
Carrie Sammons
Jenny Carver
Kyle Henning
Carrie Sammons
Carrie Sammons
Kyle Henning
Jenny Carver
Carrie Sammons
Jenny Carver
Jenny Carver
Kyle Henning
Jenny Carver
Frank Spangler
Frank Spangler
Frank Spangler
Frank Spangler
Carrie Sammons
Michelle Taylor
Cara Sloman
Frank Spangler
Kyle Henning
Kyle Henning
Cara Sloman
Carrie Sammons
Carrie Sammons
Cara Sloman
Carrie Sammons
Kyle Henning
Michelle Taylor
Carrie Sammons
Cara Sloman
Appendix E: Immediate DCA Road Map
Disaster Action Team
| Field Guide 43
Appendix F: Client Verification Chart
Type of documentation
Verification considerations for responders
Driver’s License




Government Document




Does the address on the ID match the
address of the disaster
Picture on the ID match the client
Does the name on the ID match the name
provided by the client?
Date of birth (to document date of birth in
the client intake worksheet)
Does the address on the ID match the
address of the disaster (or address
provided by the client)?
Picture on the ID match the client
Does the name on the ID match the name
provided by the client?
Date of birth (to document date of birth in
the client intake worksheet)
Fire or Police

Neighbor
Neighbor
 Preferably a neighbor that was not also
impacted by the disaster and a client.
Landlord
 If a multi-family incident, inquire if a
tenant roster is available by address.
 Inquire if the landlord may have any
available units that the clients may be able
to move into.
 Does the address on the bill match the
address of the disaster (or address
provided by the client)?
 Does the name on the bill match the name
provided by the client?
Passport or foreign ID
 NOTE: Cannot be used to verify client as a
resident of a disaster.
 Picture on the ID match the client
 Does the name on the ID match the name
provided by the client?
Utility Bill
Other
How did the police or fire official verify the
client as a resident?
How to document in CAS 2.0
Two-letter state abbreviation,
followed by “DL”, the last four digits
of the license number, and the
month and year when the license
expires.
OR DL 5643 Exp 6/20
WA DL 9823 Exp 5/16
Military ID: “DoD” followed by the
last four digits of the identification
number and the month and year
when the ID expires:
DoD 1234 Exp 6/18
For a state ID, two-letter state
identifier followed by “ID,” the last
four digits of the identification
number, and then the month and
year when the ID expires:
WA ID 1234 Exp 6/18
The officer’s name and badge
number
Name and phone number of the
neighbor
The month and year of the bill’s
date and an indicator of the type of
utility: 12/14 Power Bill
Passport or foreign ID:
Type of ID followed by two-letter
country identifier, the last four
digits of the identification number,
and then the month and year when
the ID expires:
Passport MX 1234 Exp 6/18
In the event that the DAT responders cannot verify client identity or address using the items identified
above contact the duty officer for direction. It is preferred not to have clients identified by other individuals
that are also being provided with financial assistance.
44 Field Guide | Disaster Action Team
Appendix G: DCA Price List
Disaster Action Team
| Field Guide 45
Immediate direct client assistance reference information
Livability of home
(# of residents)
1
2
3
4
5
6
7
8
9
10
Lodging Assistance
(# of residents)
1-4
5-8
9-12*
Lodging Assistance
(# of residents)
1-4
5-8
9-12*
Livable
Not Livable
$50
$100
$150
$200
$250
$300
$350
$400
$450
$500
Tier 1 – Check-in,
Saturday through
Thursday
$170
$340
$510
Tier 1 – Check-in, Friday
Tier 2 – Check-in,
Saturday through
Thursday
$230
$460
$690
Tier 2 – Check-in, Friday
$125
$250
$375
$500
$625
$750
$875
$1000
$1125
$1250
Tier 3 – Check-in,
Saturday through
Thursday
$280
$560
$840
Tier 3 – Check-in, Friday
$255
$510
$765
$345
$690
$1035
$420
$840
$1260
*If providing lodging for 9 or more people, contact the duty officer for consultation.
REMINDER:

if CAC total is greater than $1,200, a second CAC must be issued;

if the total direct client assistance is greater than $1,500, consult with the duty officer prior to informing
the client.
46 Field Guide | Disaster Action Team
Appendix H: Temporary Lodging Chart
County
Baker
Benton
Clackamas
Clark
Clatsop
Columbia
Coos
Cowlitz
Crook
Curry
Deschutes
Douglas
Gilliam
Grant
Harney
Hood River
Jackson
Jefferson
Josephine
Klamath
Klickitat
Lake
Lane
Lincoln
Linn
Marion
Morrow
Multnomah
Pacific
Polk
Sherman
Skamania
Tillamook
Umatilla
Union
Wahkiakum
Wallowa
Wasco
Washington
Wheeler
Yamhill
Temporary Lodging
Assistance
Tier 1
Tier 2
Tier 2
Tier 2
Tier 2
Tier 2
Tier 1
Tier 2
Tier 1
Tier 1
Tier 2
Tier 1
Tier 1
Tier 1
Tier 1
Tier 2
Tier 1
Tier 1
Tier 2
Tier 1
Tier 1
Tier 1
Tier 2
Tier 2
Tier 2
Tier 2
Tier 1
Tier 2
Tier 2
Tier 2
Tier 1
Tier 2
Tier 2
Tier 1
Tier 1
Tier 1
Tier 1
Tier 2
Tier 2
Tier 1
Tier 1
Note: Select the lodging assistance tier for the county in which the client will sleep
Disaster Action Team
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48 Field Guide | Disaster Action Team
Appendix I: Client Consent - English
`
Disaster Action Team
| Field Guide 49
Appendix J: Client Consent - Spanish
50 Field Guide | Disaster Action Team